Prepare Membership Report

To ensure report accuracy, check for errors in contact information, membership status and date, and demographic data in the member database.

Return to this page (Membership Report) when you have finished correcting any errors in the database -- proceed to the step "Generate current year data".

To use this method you must have Microsoft Access installed on your computer. MS Access is part of Microsoft 365. If you don't have MS Access, use the alternate Wild Apricot saved searches method, below. You don't need to know how to use MS Access for this method.

Follow steps for preparing a custom report, paying attention to the instructions that are particular to preparing data for the Membership Report.

Once you have generated the data, continue on with the next step, "Prepare the report".

Introduction

With this method you will run saved searches in Wild Apricot to generate the counts. You will use a different search, sometimes two searches, for each number. You will need to change date parameters in some of the searches.

If you are using this method, you may prefer to wait to do it until you are actually preparing the report -- filling in data for this year -- so that you can enter each result into its place in the report when you generate it. Otherwise, you can generate the figures and write them down for use in preparing the report.

Counts of current year members

• MR Current-year Member - enter in "Current-year members"
  
  Criteria: Deceased Date on or after 'Monday, January 01, 1900' AND Membership level is not 'Honorary Member' AND Member status is 'Active'. During the renewal grace period of July 1 through August 15 we need to add a criterion to exclude people who are still listed as members but who haven't renewed: Renewal Due on or after 2 Jul of the current year (the July just past).
• MR Renewals - enter in "Renewals from prior years"
  
  Criteria: Member status is 'Active' AND Membership level is 'Renewal'
• MR Introductory Member - enter in "Introductory members"
  
  Criteria: Membership level is 'Introductory Member' AND Member status is 'Active'
• MR Curr Member Now Deceased - enter in "Paid for the current year, now deceased"
  
  Criteria: Deceased Date on or after 'January 01, 1900' AND Membership level is not 'Honorary Member' AND Member status is 'Active'

Counts of last year members

• MR Last Yr Mbr Not Renewed - enter in "Last year's members - not renewed"
  
  Criterion: Renewal due is 'July 1, yyyy', where yyyy is the year for the past July.
• MR Last Yr Mbr Now Deceased - enter in "Members last year, now deceased"
  
  Criteria: Deceased Date on or after January 1, 1900 AND Renewal due is "July 1, yyyy", where yyyy is for the most recent July 1.

Counts of retired-from organization

• MR Retired From ASU - enter in "Retired from ASU"
  
  Criteria: Retired From is 'ASU' AND Membership level is not 'Honorary Member' AND Member status is 'Active'
• MR Retired From Another Univ - enter in "Retired from another university"
  
  Criteria: Retired From is 'Another University' AND Membership level is not 'Honorary Member' AND Member status is 'Active'
• MR Formr ASU Emp Ret Elsewhere - enter in "Former ASU employee, retired elsewhere"
  
  Criteria: Member status is 'Active' AND Retired From is 'Elsewhere' AND Membership level is not 'Honorary Member'
• MR Still Employed - enter in "Still employed at ASU"
  
  Criteria: Membership level is not 'Honorary Member' AND Member status is 'Active' AND Retired From is 'Not Retired'

Counts of time since joining

• MR 0-2 years - enter in "Members for 0-2 years (excl Introductory)"
  
  Criteria: Membership level is not 'Honorary Member' AND Member status is 'Active' AND Member since on or after 'MMM DD, YYYY' AND Membership level is not 'Introductory Member'. The date to enter is the current date - 3 years.
• MR 3-5 years - enter in "Members for 3-5 years"
  
  Criteria: Membership level is not 'Honorary Member' AND Member status is 'Active' AND Member since on or after 'MMM DD, YYYY' AND Member since on or before 'MMM DD, YYYY'. The dates to enter are (1) the current date - 6 years and (2) yesterday - 3 years.
• MR 6-10 years - enter in "Members for 6-10 years"
  
  Criteria: Membership level is not 'Honorary Member' AND Member status is 'Active' AND Member since on or after 'MMM DD, YYYY' AND Member since on or before 'MMM DD, YYYY'. The dates to enter are (1) the current date - 11 years and (2) yesterday - 6 years.
• MR More Than 10 Yrs - enter in "Members for more than 10 years"
  
  Criteria: Membership level is not 'Honorary Member' AND Member status is 'Active' AND Member since on or before 'MMM DD, YYYY'. The date to enter is yesterday - 11 years.

Counts by employment category

• MR Employment Category - Write this number down.
  
  Criteria: Employment Category is 'Faculty' AND Membership level is not 'Honorary Member' AND Member status is 'Active'. 
• MR Employment Category - Add the result to the previous number and enter in "Faculty and faculty w/ admin appt"
  
  Criteria: Employment Category is 'Faculty w/ Admin Appointment' AND Membership level is not 'Honorary Member' AND Member status is 'Active'. 
• MR Employment Category - enter in "Academic Professional"
  
  Criteria: Employment Category is 'Academic Professional' AND Membership level is not 'Honorary Member' AND Member status is 'Active'. 
• MR Employment Category - Write this number down.
  
  Criteria: Employment Category is 'Staff' AND Membership level is not 'Honorary Member' AND Member status is 'Active'. 
• MR Employment Category - Add the result to the previous number and enter in "Staff and university staff"
  
  Criteria: Employment Category is 'University Staff' AND Membership level is not 'Honorary Member' AND Member status is 'Active'. 
• MR Employment Category - enter in "Administrative"
  
  Criteria: Employment Category is 'Administrative' AND Membership level is not 'Honorary Member' AND Member status is 'Active'. 

Count of members with AZ address

• MR Members w/AZ Address - Write this number down.
  
  Criteria: Zip or Postal Code begins with '86' AND Membership level is not 'Honorary Member' AND Member status is 'Active'
• MR Members w/AZ Address - Add the result to the previous number and enter in "Having an Arizona address"
  
  Criteria: Zip or Postal Code begins with '85' AND Membership level is not 'Honorary Member' AND Member status is 'Active'

Download the Membership Report Template to your computer, then open the file. It is a Microsoft Excel file. 

"Save as" the file to your computer with the name 

yyyymmddMembershipTotals

where yyyymmdd is the current date. Keep it open. This is the start of the new Membership Report.

In order to see how the membership is changing, the membership report shows both current figures and figures from a year ago. 

Find and open or download -- print if desired -- the Membership Report from a year ago. If there is not a report for the month you need, choose a report that is as close as possible chronologically. .Sources:

• Attached to Board meeting minutes. You should be able to find minutes for February and November when preparing the 3rd and 4th quarter reports. 
• In the MembershipReports folder of Wild Apricot files. All reports ever produced should be there (although some are actually missing).

In the Membership Report you are creating:

• Enter today's date in the heading of the "Current" column.
• Enter the date last year's report in the heading of the "Last Year" column.
• Fill in the numbers in the "Last Year" column using data from last year's "Current" column.

Copy the data you collected either through the ASURA Custom Reports method or the Wild Apricot saved search method into the current-year column.

The "Change" column is automatically calculated.

Save the completed report. Upload it to the MembershipReports folder of Wild Apricot's File Management area. This makes it available for use in future reports, and for any other purpose that association leadership may have.

Save the completed report as a PDF. You can send this PDF file in response to a request for Board meeting materials.

Email a copy of the PDF version of the report to the Board Secretary, with a note that it is submitted for inclusion with the materials for the next Board meeting.